Running a Temp or Contract desk isn’t easy as you can get pulled into so many different directions... you have workers who need to track and submit timesheets, managers need to be able to review and approve these timesheets, and most importantly, you want accurate reports for accounting and billing.
BUT FEAR NOT... the great news is that with Pay & Bill, you can keep on moving forward with ease. Pay & Bill is a Timesheet and expense management app built for Temp or Contract staffing companies.
From a simple, secure web-based portal, your workers can easily submit timesheets - including filing expenses, sick days, and leave. Managers can log in to review timesheets or simply approve timesheets via email. It’s as easy as click and go, with nothing to download or install.
The best part? Pay & Bill automatically collates all these to generate timesheets, in a fully-branded and beautifully formatted PDF for your invoices and payslips which saves time, money, and effort for you.
Also, who said you have to burn a hole in your pocket to get reports like this? Since Pay & Bill works out-of-the-box with Vincere, data flows seamlessly into your CRM so you can get Temp/Contract billing and performance reports in a click - no additional setup required.
Pay & Bill makes running a Temp or Contract staffing business so easy, you’ll get extra hours back in your day to do what matters most: finding more jobs and making placements.
There are 3 different users for the Pay & Bill:
Employees: your candidates
Managers: your contacts
Recruiters/Consultants: your Vincere users
Setting up Pay & Bill
Before you can start using Pay & Bill, you need to get it activated on the marketplace. It’s super easy to get set up. Let’s start by going to Settings, Marketplace and click on Pay & Bill.
You can set up two things here: Company Logo for branding and your Terms and Conditions.
Toggle ‘Yes’ if you’d like your company logo to be displayed in Pay & Bill.
Terms for Company: This note will be shown when a manager approves a timesheet.
Terms for Employee: This note will be visible when a candidate submits a timesheet.
When you’ve configured these settings, just toggle Pay & Bill ON.
2. Setting up the Users
Now, let’s allow permissions for the users of Vincere who are going to have access to Time Temp as a recruiter.
Go to Settings and click on User Management.
Next, click onto the name of the user to open their profile. Then, click on the Permissions tab. Make sure the check the box ‘Activate in Pay & Bill’. Replicate this for all of the users of the system who will be using Time Temp.
3. Selecting Pay & Bill as your timesheet system
Once you’ve activated Pay & Bill, you must be wondering how will your employees (your placed Contractors and Temps), the manager (your client/contact), and you (the recruiter) can start using Pay & Bill? Well, it couldn’t be simpler - all you have to do is to make sure that whenever you make a placement, you select ‘Pay & Bill’ as your timesheet system.
To do this, go to the Compensation & Fees tab from a Job's profile. Under Calculations, select Pay & Bill as your time management.
Vincere will sync your configuration for Timesheets, Pay Rules, and Allowances over to your timesheets in Pay & Bill. This means that when your employee fills out the timesheet, these configurations and set-ups apply.
Remember Pay & Bill only works with Temp or Contract roles.
Once you’ve made a placement, Time Temp automatically sends out email invitations to 3 different users; Employees, Managers, and your Recruiters/Consultants.
The candidate you placed will be granted access as an Employee in Pay & Bill , and the related Contact to the Job will be granted access as a Manager.
All they have to do is click on the link to activate their account to start using this feature. The recruiter/consultant will also receive an email.
4. Viewing the timesheets
There are two ways you can view timesheets. You can view timesheets related to a specific record - a job, a candidate or a contact, or you can simply get a list of all your timesheets.
To view timesheets related to a specific record, all you have to do is go to the record. Let’s say you want to view all the timesheets of a candidate. Search for the candidate and go into the Candidate’s profile. Click on Applications and access the ‘T-sheets’ tab.
If you want need a full list of all your timesheets, simply navigate to the ATS > choose Applications and jump to the last stage. Click on the dropdown here to switch the table views to ‘timesheets - voila.’ All your timesheets are only 1-click away, perfect!
If you don’t see timesheet option available to you in the table, contact your administrator to enable the permissions for you. Or, if you’re the administrator, go to Marketplace and look for Vincere Invoicing. Click into the tile to select who gets to view Timesheets and who does not.
Awesome, right? #TheVincereWay